REPORT TO COUNCIL
SUBJECT
Title
Action to Approve and Authorize the City Manager to Execute a Total of Three Master Services Agreements, one with Westwood Professional Services, one with RRM Design Group, and one with Royston Hanamoto Alley & Abey for Design Professional Services for Parks Rehabilitation and Improvements, with a Total Compensation Not-to-Exceed $2,300,000 for each Agreement, with an Aggregate Compensation Not-to-Exceed $6,900,000 Across all Three Agreements
Report
BACKGROUND
In April 2017, the City retained Kitchell CEM to conduct a comprehensive facility condition assessment of 47 parks and 65 buildings managed by the Parks and Recreation Department. The assessment evaluated park and architectural elements; mechanical, electrical, and plumbing systems; fire sprinkler and alarm systems; accessibility compliance; life-safety hazards; and other structural deficiencies. The findings identified an estimated current or immediate investment need of approximately $54 million in years 1-5 with escalation, $156 million in years 1-20 with escalation and a total replacement cost of $817 million to rehabilitate and enhance the City’s parks and recreation facilities.
To address these facility needs, the City has prioritized significant capital investments through the Capital Improvement Program (CIP) utilizing a variety of funding sources, including the General Fund, Mitigation Fee Act funds, Quimby Act funds, donations, grants, and other eligible funding sources. In addition, in November 2024, Santa Clara voters approved Measure I, authorizing the issuance of up to $400 million in General Obligation bonds to address the City’s infrastructure needs. The General Obligation Bond Expenditure Plan allocates $115.3 million in the Parks, Library, Senior Center, and Aquatic Facilities bond category.
To support the planning and delivery of current and future Parks and Recreation capital projects that require specialized design expertise it is necessary to retain qualified professional design consultants on an on-call basis through master agreements. These on-call consultants will provide services, including development of detailed programming and conceptual designs, community outreach, schematic design development, and construction bid support, as needed. Utilizing on-call master agreements will ensure access to specialized expertise across multiple projects.
DISCUSSION
On July 14, 2025 staff issued a Statement of Qualifications (SOQ) to solicit proposals from qualified firms to provide parks rehabilitation services. The SOQ was published on the City’s e-procurement system. Eight proposals were received from the following firms:
• CMG Landscape Architecture
• Gates Studio
• NUVIS Landscape Architecture
• Royston Hanamoto Alley & Abey Landscape Architecture
• RRM Design Group
• Verde Design
• Wallace Roberts & Todd
• Westwood Professional Services
In compliance with the State laws governing procurement of professional services from architectural, environmental, land surveying, engineering services, or construction project management firms, the City conducted a qualifications-based selection process. Proposals were evaluated on relevant project experience, technical expertise, project approach and understanding, qualifications of key personnel, and demonstrated ability to successfully deliver similar projects. Following the evaluation, firms were ranked in order of qualifications.
Based on the final rankings and completion of reference checks, the evaluation panel recommends award of Master Services Agreements to the three highest-ranked firms: Westwood Professional Services, Inc. (“Westwood”, Attachment 1), RRM Design Group (“RRM”, Attachment 2), and Royston Hanamoto Alley & Abey (“RHAA”, Attachment 3).
Under the proposed agreements, the consultants will provide as-needed professional design and engineering services required to prepare construction bid documents for public works bidding to support the rehabilitation of City parks and amenities. Services include development of detailed programming, conceptual and schematic design, and construction bid support. Work for each project will generally be completed in two phases. Phase 1 includes detailed site assessments; evaluation of ADA compliance and structural/electrical deficiencies; community outreach, preparation of schematic plans that meet project goals, initial cost estimates and schedules and assist the City in presenting the project to the Parks and Recreation Commission and City Council. Phase 2 advances the approved concept into plans, specifications, engineer’s estimates (PS&E), prepares bid documents, supports permit acquisition and agency coordination, and addresses project-specific technical needs, including surveys, geotechnical/environmental soils evaluations, irrigation improvements (including recycled water upgrades), lighting, and stormwater compliance, as applicable. The consultants will also provide support during the bid and award, construction, and project closeout phases, including preparation of addenda, limited construction-phase services (such as site visits, submittal/RFI review), certified playground safety inspections, punch list support, and preparation of recorded drawings.
The selected consultants are expected to support a variety of Parks and Recreation capital improvement projects over the term of the agreements. Some major anticipated projects may include, but are not limited to:
• Bowers Building/Roof Replacement Project
• Community Park North
• Earl Carmichael Park & Playground Rehabilitation
• Lawn Bowls Improvements
• Mary Gomez Park & Playground Rehabilitation
• Maywood Park & Playground Rehabilitation
• Parks Service Center Improvements
• Senior Center Expansion and Renovation
• Pickleball Court
• Other parks, recreation facilities, buildings, and aquatic infrastructure requiring rehabilitation or improvement
When services are required, staff will issue a work request to the prequalified consultants describing the scope and project requirements. Consultants will submit written proposals including all information requested by the City in the Work Request, including all costs associated with the completion of the requested services. The City may accept or enter into negotiations with the consultant who provided the highest-ranked proposal in response to the Work Request. Negotiations may include the scope of work, schedule to perform the scope, and technical specifications. The City will not renegotiate any established rates but may negotiate the level of effort required to complete the services. Compensation for each project may be structured either as a fixed fee or time-and-materials arrangement, with a payment schedule required for fixed fee work. The City will issue a Task Order to the selected consultant, to include final scope of services, pricing and payment schedule for the requested services.
Each agreement will expire on December 31, 2032 unless amended in writing or terminated earlier under the terms of the agreement, and have a maximum compensation not to exceed $2,300,000 per agreement, as detailed in Table 1 below. Hourly rates are established in the agreements and may be adjusted annually based on the Consumer Price Index. The agreements also include prevailing wage requirements.
Table 1 - Summary of Proposed Agreement Compensation
|
Consultant |
Not-to-Exceed Amount |
|
Westwood Professional Services, Inc. |
$2,300,000 |
|
RRM Design Group |
$2,300,000 |
|
Royston Hanamoto Alley & Abey |
$2,300,000 |
|
Total (All Three Agreements) |
$6,900,000 |
The aggregate compensation amount was developed based on a baseline estimate of design and engineering costs for anticipated Parks and Recreation capital projects requiring the consultant services during the 5-year CIP period from FY 2026/27 through FY 2030/31, as well as upcoming Measure I bond projects. Based on these estimates, staff established an aggregate compensation amount of $6.9 million for the Master Services Agreements. Actual design and engineering costs will vary by project and may be higher or lower than the baseline estimate depending on project scope, complexity, site conditions, regulatory requirements, market conditions, and project-specific consultant service needs.
ENVIRONMENTAL REVIEW
This action is for design professional services and the action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act ("CEQA") Guidelines section 15378 as the action being considered does not commit the City to undertake the projects and future discretionary approvals are required by the City to approve the projects for construction. Environmental review in accordance with CEQA will occur as part of the design and approval process for any project subject of the design professional services of this agreement.
FISCAL IMPACT
The Master Services Agreements establish a pool of qualified consultants that may be utilized on an as-needed basis to provide design and engineering services for upcoming Parks and Recreation capital projects. The agreements include three firms, each with a maximum compensation amount of $2,300,000, for a total aggregate compensation amount not to exceed $6,900,000.
Funding for services performed under the Master Services Agreements will be paid from individual capital project budgets. Design and engineering costs have been incorporated into the budgets of individual capital projects. Funding is budgeted in capital projects in the Parks and Recreation Capital Fund and the Measure I General Obligation Bond Projects Fund. Potential project funding sources may include the General Fund Capital Projects Reserve, Measure I General Obligation Bond proceeds, Mitigation Fee Act funds, and Quimby Act funds.
Consultant services will be authorized through a secondary selection process and funded by existing project appropriations. Any future funding requests necessary to support project-specific work will be brought forward to the City Council for approval.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager or designee to execute Master Services Agreements with Westwood Professional Services, Inc., RRM Design Group, and Royston Hanamoto Alley & Abey (Master Services Agreements) to provide professional design services starting on or about July 14, 2026 and ending on December 31, 2032, with a maximum compensation not-to-exceed $2,300,000 per agreement, for a total aggregate compensation not to exceed $6,900,000 across all three agreements, subject to the appropriation of funds and approval as to form by the City Attorney;
2. Authorize the City Manager to take any actions necessary to implement the Master Services Agreements, and negotiate and execute future amendment(s) to (i) add or delete services associated with the services, (ii) extend the term, as needed, to complete work authorized during the original term, (iii) implement rate adjustments on the terms provided in Exhibit B, and (iv) make de minimis changes, provided that the total aggregate compensation is not exceeded, subject to the appropriation of funds and approval as to form by the City Attorney.
Staff
Reviewed by: Damon Sparacino, Director of Parks and Recreation
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Master Professional Services Agreement Westwood
2. Master Professional Services Agreement RRM Design
3. Master Professional Services Agreement RHAA